If a member of your club committee is leaving their role, make sure that you don’t also lose vital information. This may also apply to someone who isn’t formally on the committee, but has an important role within the Parent Club, e.g. the school fete co-ordinator.
This can happen any time, but will be particularly common:
- At the end of the school year, when parents may be moving on because they will no longer have a child at the school.
- After the AGM, when some committee members may decide not to stand for re-election
You may need to ensure they pass on:
- Documentation e.g. templates, information on compliance requirements e.g. permit requirements to run a raffle etc.
- Procedures for events and activities – sometimes it’s ‘all in their head’ and you might need to ask them to write it down.
- Advice gained from experience e.g. local suppliers and service providers for events, e.g. equipment hire, local sponsors for events etc.
- Passwords for online services e.g. cloud file sharing, email.
- If your Treasurer is moving on, they may wish to introduce the new Treasurer to the school Business Manager and make sure the new Treasurer knows the procedures for payments and reporting, as all Parent Club finances need to be managed via the school’s CASES21 finance system.
And of course this handover process may be required at any time during the year, if the family relocates or decides to move their child to another school.